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Communication Strategies

Module One: Getting Started


Welcome to the Communication Strategies workshop. For
the better part of every day, we are communicating to
and with others. Whether its the speech you deliver in
the boardroom, the level of attention you give your
spouse when they are talking to you, or the look that
you give to the cat, it all means something. This
workshop will help participants understand the
different methods of communication and how to make
the most of each of them.

Wise men talk


because they have
something to say;
fools, because they
have to say
something.
Plato

Workshop Objectives

Understand what communication is


Identify ways that communication can happen
Identify barriers to communication and how to overcome them
Develop their non-verbal and paraverbal communication skills
Use the STAR method to speak on the spot
Listen actively and effectively
Ask good questions
Use appreciative inquiry as a communication tool
Adeptly converse and network with others
Identify and mitigate precipitating factors
Establish common ground with others
Use I messages

Pre-Assignment Review

The purpose of the Pre-Assignment is to get you thinking about


the communication strategies that you are already using and
where you need to improve.

Think of a situation where you missed an opportunity because


of a lack of communication, and what communication skills in
particular could have alleviated the problem. Take some time
now to share your thoughts.

Module Two: The Big Picture


When we say the word, communication, what do you
think of? Many people will think of the spoken word.
People who are hearing impaired, however, might
think of sign language. People who are visually
impaired might think of Braille as well as sounds. In
this module, we will explore the different ways in which
we communicate.

The more elaborate


our means of
communication, the
less we communicate.
Joseph Priestley

What is Communication?
The effectiveness of your communication can have many different
effects on your life, including items such as:

Level of stress
Relationships with others
Level of satisfaction with your life
Productivity
Ability to meet your goals and achieve your dreams
Ability to solve problems

How Do We Communicate?
We communicate in three major ways:
Spoken: There are two components to spoken communication.
Verbal: This is what you are saying.
Paraverbal: This means how you say it your tone, speed, pitch, and
volume.
Non-Verbal: These are the gestures and body language that
accompany your words. Some examples: arms folded across your
chest, tracing circles in the air, tapping your feet, or having a
hunched-over posture.
Written: Communication can also take place via fax, e-mail, or written
word.

Other Factors in Communication


Other communication factors that we need to
consider:

Method: The method in which the communicator shares his or her


message is important as it has an effect on the message itself.

Mass: The number of people receiving the message.

Audience: The person or people receiving the message affect the


message, too.

Module Three: Understanding


Communication Barriers
Like most things in life, however, communication

is

far more complicated than it seems. Lets


look at some of the most common barriers and how to
reduce their impact on communication.

When you come right


down to it, how many
people speak the
same language even
when they speak the
same language?
Russell Hoban

An Overview of Common Barriers


Common things that people list as barriers include:

I cant explain the message to the other person in words that they
understand.
I cant show the other person what I mean.
I dont have enough time to communicate effectively.
The person I am trying to communicate with doesnt have the same
background as me, and is missing the bigger picture of my message.

Language Barriers
Of course, one of the biggest barriers to written and spoken
communication is language. This can appear in three main
forms:
The people communicating speak different languages.
The language being used is not the first language for one or
more people involved in the communication.
The people communicating speak the same language, but are from
different regions and therefore have different dialects and or unique
subtleties.

Cultural Barriers

There can also be times when people speak the same language, but
are from a different culture, where different words or gestures can mean
different things.

If you have the opportunity to prepare, find out as much as you can
about the other persons culture and background, and how it differs
from yours.

Differences in Time and Place


So how can you get over the challenges of time and place? First, identify that there is a
difference in time and place. Next, try these tips to reduce its impact.

Make small talk about the weather in your respective regions. This will help you get a
picture of the persons physical environment.

Try to set up phone calls and meetings at a time that is convenient for you both.

If appropriate, e-mail can be an anytime, anywhere bridge. For example, if Bill had
sent Joe an e-mail describing the problem, Joe could have addressed it at a better time
for him, such as later on in the day. Clearly, this is not always practical (for example, if
the problem is urgent, or if it is a complicated issue that requires extensive
explanation), but this option should be considered.

Module Four: Paraverbal Communication Skills


Try saying these three sentences out loud, placing
the emphasis on the underlined word.

I didnt say you were wrong. (Implying it wasnt me)


I didnt say you were wrong. (Implying I communicated it
in another way)
I didnt say you were wrong. (Implying I said something
else)

Many attempts to
communicate are
nullified by saying
too much.
Robert Greenleaf

The Power of Pitch


Pitch can be most simply defined as the key of
your voice. A high pitch is often interpreted as
anxious or upset. A low pitch sounds more serious
and authoritative.
If you naturally speak in a very high-pitched or lowpitched voice, work on varying your pitch to
encompass all ranges of your vocal cords.

The Truth about Tone


Here are some tips on creating a positive, authoritative
tone.

Try lowering the pitch of your voice a bit.


Smile! This will warm up anyones voice.
Sit up straight and listen.
Monitor your inner monologue. Negative thinking will seep into the
tone of your voice.

The Strength of Speed

The pace at which you speak also has a tremendous effect on your
communication ability.
Speed also has an effect on the tone and emotional quality of your
message.
One easy way to check your pitch, tone, and speed is to record yourself
speaking.

Module Five: Non-Verbal Communication

The first goal of this module: to help you understand


how to use body language to become a more
effective communicator. Another goal, one which
you will achieve with time and practice, is to be
able to interpret body language, add it to the
message you are receiving, and understand the
message being sent appropriately.

The most important


thing in
communication is
to hear what isn't
being said.
Peter Drucker

Understanding the Mehrabian Study


In 1971, psychologist Albert Mehrabian published a famous study called
Silent Messages. In it, he made several conclusions about the way the
spoken word is received. Although this study has been misquoted often
throughout the years, its basic conclusion is that 7% of our

message is verbal, 38% is paraverbal, and 55% is from


body language.

All About Body Language


THE WAY THAT WE ARE STANDING OR SITTING

Sitting hunched over typically indicates stress or discomfort.


Leaning back when standing or sitting indicates a casual and relaxed demeanor.
Standing ramrod straight typically indicates stiffness and anxiety.

THE POSITION OF OUR ARMS, LEGS, FEET, AND HANDS

Crossed arms and legs often indicate a closed mind.


Fidgeting is usually a sign of boredom or nervousness.

FACIAL EXPRESSIONS

Smiles and frowns speak a million words.


A raised eyebrow can mean inquisitiveness, curiosity, or disbelief.
Chewing ones lips can indicate thinking, or it can be a sign of boredom, anxiety, or nervousness.

Interpreting Gestures
GESTURE

INTERPRETATION

Nodding head

Yes

Shaking head

No

Moving head from


side to side

Maybe

Shrugging shoulders

Not sure; I dont know

Tapping hands or
fingers

Bored, anxious, nervous

Shaking index finger

Angry

Thumbs up
Thumbs down

Agreement, OK
Disagreement, not OK

Handshake
Waving both hands
over head

Welcome, introduction
Help, attention

Module Six: Speaking Like a STAR


Now that we have explored all the quasi-verbal
elements of communication, lets look at the actual
message you are sending. You can ensure any
message is clear, complete, correct, and concise,
with the STAR acronym. This module will explore
the STAR acronym in conjunction with the six roots
of open questions which will be explored in more
detail later on in the workshop.

Be sincere; be
brief; be seated.
Franklin D.
Roosevelt

S = Situation
First, state what the situation is. Try to make this no longer than one
sentence. If you are having trouble, ask yourself, Where?, Who?,
and, When?. This will provide a base for message so it can be clear
and concise.
Example: On Tuesday, I was in a directors meeting at the main plant.

T = Task
Next, briefly state what your task was. Again, this should be no longer
than one sentence. Use the question, What? to frame your
sentence, and add the Why? if appropriate.
Example: I was asked to present last years sales figures to the group.

A = Action
Now, state what you did to resolve the problem in one sentence. Use the
question, How? to frame this part of the statement. The Action part will
provide a solid description and state the precise actions that will resolve
any issues.
Example: I pulled out my laptop, fired up PowerPoint, and presented my
slide show.

R = Result
Last, state what the result was. This will often use a combination of the
six roots. Again, a precise short description of the results that come
about from your previous steps will finish on a strong definite note.
Example: Everyone was wowed by my prep work, and by our great
figures!

Summary

Lets look at a complete example using STAR. Lets say youre


out with friends on the weekend. Someone asks you what the
highlight of your week at work was.

You respond: On Tuesday, I was in a directors meeting at the


main plant. I was asked to present last years sales figures to
the group. I pulled out my laptop, fired up PowerPoint, and
presented my slide show. Everyone was wowed by my prep
work, and by our great figures!

Module Seven: Listening Skills


So far, we have discussed all the
components of sending a message:

Non-verbal
Para-verbal
Verbal

Now, lets turn the tables and look at how


to effectively receive messages.

When people talk,


listen completely.
Ernest
Hemingway

Seven Ways to Listen Better Today


1.
2.
3.
4.
5.
6.
7.

When youre listening, listen.


Avoid interruptions.
Aim to spend at least 90% of your time listening and less than 10% of your
time talking.
When you do talk, make sure its related to what the other person is saying.
Do not offer advice unless the other person asks you for it. If you are not
sure what they want, ask!
Make sure the physical environment is conducive to listening. Try to reduce
noise and distractions.
If it is a conversation where you are required to take notes, try not to let the
note-taking disturb the flow of the conversation.

Understanding Active Listening


There are three basic steps to actively
listening.
1. Try to identify where the other person is coming from. This
concept is also called the frame of reference.
2. Listen to what is being said closely and attentively.
3. Respond appropriately, either non-verbally (such as a nod to
indicate you are listening), with a question (to ask for
clarification), or by paraphrasing.

Sending Good Signals to Others

NON-VERBAL: As shown in the Mehrabian study, body language plays


an important part in our communications with others.
QUASI-VERBAL: Fillers words like, uh-huh, and mm-hmmm, show
the speaker that you are awake and interested in the conversation.
VERBAL: Asking open questions using the six roots discussed earlier,
paraphrasing, and asking summary questions.

Module Eight: Asking Good Questions


Good questioning skills are another building
block of successful communication. We have
already encountered several possible
scenarios where questions helped us gather
information, clarify facts, and communicate
with others. In this module, we will look closer
at these questioning techniques that you can
use throughout the communication process.

The important thing is


not to stop
questioning. Curiosity
has its own reason for
existing.
Albert Einstein

Open Questions
Open questions use one of six words as a root:
Who?
What?
Where?
When?
Why?
How?

Closed Questions
Closed questions are the opposite of open questions; their very
structure limits the answer to yes or no, or a specific piece of
information. Some examples include:

Do you like chocolate?


Were you born in December?
Is it five oclock yet?

Probing Questions

CLARIFICATION: By probing for clarification, you invite the other person to share
more information so that you can fully understand their message.
COMPLETENESS AND CORRECTNESS: These types of questions can help you
ensure you have the full, true story.
DETERMINING RELEVANCE: This category will help you determine how or if a
particular point is related to the conversation at hand.
DRILLING DOWN: Use these types of questions to nail down vague statements.
Useful helpers include:
SUMMARIZING: These questions are framed more like a statement. They pull
together all the relevant points.

Module Nine: Appreciative Inquiry


Traditional communication often focuses on what is
wrong and how we can fix it. Think back to your
last performance review, visit to the doctor, or your
latest disagreement with a friend or spouse.
Appreciative inquiry does the opposite: it focuses
on what is right and how we can make it better.
Many organizations have found it to be a
refreshing, energizing way of approaching
problems and revitalizing their people.

If you ask the


wrong question,
of course, you
get the wrong
answer.
Amory Lovins

The Purpose of AI
To understand the purpose of Appreciative Inquiry, lets look at each of
its parts.
Appreciate is defined by the Random House dictionary as, to value
or regard highly; to be fully conscious of; be aware of; detect; to rise
in value.
In the same dictionary, inquiry is defined as, the act of inquiring or
of seeking information by questioning.

The Four Stages

Examples and Case Studies


Appreciative inquiry has been used in many different ways in many different
organizations. Some projects where it has been a key tool include:

Creation of learning network for organizational psychologists at the California School


of Professional Psychology.

Process improvement at John Deere that resulted in millions of dollars in savings.

Relief efforts for children orphaned by AIDS in Zimbabwe.

Integration of mental health services in England.

Module Ten: Mastering the Art of Conversation


Engaging in interesting, memorable small talk is
a daunting task for most people. How do you
know what to share and when to share it?
How do you know what topics to avoid? How
do you become an engaging converser?
Most experts propose a simple three-level
framework that you can use to master the art
of conversation.

Two monologues
do not make a
dialogue.
Jeff Daly

Level One: Discussing General Topics

At the most basic level, stick to general topics: the weather, sports, noncontroversial world events, movies, and books. This is typically what people
refer to when they say, small talk.
At this stage, you will focus on facts rather than feelings, ideas, and
perspectives. Death, religion, and politics are absolute no-nos.
If someone shares a fact that you feel is not true, try to refrain from pointing
out the discrepancy.

Level Two: Sharing Ideas and Perspectives


If the first level of conversation goes well, the parties
should feel comfortable with each other and have
identified some common ground. Now its time to
move a bit beyond general facts and share different
ideas and perspectives.
Although this level of conversation is the one most
often used, and is the most conducive to relationship
building and opening communication channels, make
sure that you dont limit yourself to one person in a
large social gathering.

Level Three: Sharing Personal Experiences


This is the most personal level of conversation. This is where everything is
on the table and personal details are being shared. This level is
typically not appropriate for a social, casual meeting. However, all of the
skills that we have learned today are crucial at this stage in particular:
when people are talking about matters of the heart, they require our
complete attention, excellent listening skills, and skilled probing with
appropriate questions.

Our Top Networking Tips


If youre in the middle of a social gathering, try these networking
tips to maximize your impact and minimize your nerves.

Before the gathering, imagine the absolute worst that could happen and
how likely it is.
Remember that everyone is as nervous as you are. Focus on turning
that energy into a positive force.
To increase your confidence, prepare a great introduction.
Start a competition with a friend: see how many people each of you can
meet before the gathering is over.
Join a group of odd-numbered people.
Try to mingle as much as possible.
When you hear someones name, repeat the introduction in your head.
Mnemonics are a great way to remember names.

Module Eleven: Advanced Communication


Skills
During this workshop, we have learned a lot about
communication. We would like to wrap things up with
a brief discussion on a few advanced communication
topics.

Adding these skills to your toolbox and using


them regularly will make you a more efficient,
effective, communicator.

The relationship is the


communication bridge
between people.
Alfred Kadushin

Understanding Precipitating Factors

On a particularly good day, everything may go your way and


make you feel like youre on top of the world. But on a bad day,
unfortunate events can likewise snowball, increasing their
negative effect exponentially.

Successful communicators are excellent at identifying


precipitating factors and adjusting their approach before the
communication starts, or during it. Understanding the power of
precipitating factors can also help you de-personalize negative
comments.

Establishing Common Ground


Finding common ties can be a powerful communication tool.
Think of those times when a that the person next to you on
the train grew up in the same town that you did, or that the
co-worker you never really liked enjoys woodworking as
much as you do.
Whenever you are communicating with someone, whether it
is a basic conversation, a problem-solving session, or a
team meeting, try to find ways in which you are alike.

Using I Messages

Framing your message appropriately can greatly increase the


power of your communication.
Instead of starting a sentence with you, try using the I message
instead for feedback. This format places the responsibility with the
speaker, makes a clear statement, and offers constructive
feedback.

Module Twelve: Wrapping Up


Although this workshop is coming to a close, we
hope that your journey to improve your
communication skills is just beginning.
Please take a moment to review and update
your action plan. This will be a key tool to
guide your progress in the days, weeks,
months, and years to come. We wish you the
best of luck on the rest of your travels!

Communication is
the real work of
leadership
Nitin Nohria

Words from the Wise

HUBERT H. HUMPHREY: The right to be heard does not automatically


include the right to be taken seriously.

MICHEL DE MONTAIGNE: I quote others only in order the better to


express myself.

WOODROW WILSON: If I am to speak ten minutes, I need a week for


preparation; if fifteen minutes, three days; if half an hour, two days; if an
hour, I am ready now.